Welcome back to ‘Growing your Business Successfully using Business Process Video’ (quite a mouthful). This is part two in the series and today we’ll be looking at some basic mapping conventions that will ensure that the first stage of your business process video production process, business process mapping, is clear, simple and relevant.

Before I get started I would encourage you to download Rich Schefren’s new report ‘The Uncertainty Syndrome’ and in particular the section starting on page 30 which talks about the importance of ’systems thinking’. Rich details an eight-step process for overcoming any problem or constraint in your business which is:

1. Identify a problem in your business
2. Re-frame it as a systems problem
3. Probe, get specific and quantify to get to the root of the problem
4. Get clear about the problem
5. Get clear about the outcome that you want
6. Finish the sentence: The solution is to install a system that will……………………. (insert the outcome that you want)
7. Define the specific system solution (there IS a system for this), and assign the task of creating it
8. Implement the solution

There’s always a huge amount of value in Rich’s reports and he really understands how crucial good systems are for growing a successful business that produces both freedom and profitability for the owner. Being able to clearly capture, improve and communicate all of your business processes and procedures using Business Process Video eliminates much of the frustration, disillusionment and stress inherent in most ‘regular’ businesses.

So back to part two of our ‘How to’ series. In the introductory lesson one we learned about some software tools that enable us to map and video record our business processes and procedures. We then looked at the most common business process mapping symbols such as the rectangular activity or task symbol and the triangular storage symbol. You should have now experimented with process mapping and may have even completed your own map.

By the end of this lesson you will:

1. Have selected a simple process within your business
2. Be aware of three different types of process or work-flow maps
3. Gained an understanding of some important process mapping conventions
4. Be ready to complete your first process map

The first step is to select the process to be mapped. It could be the process involved in signing-up for and establishing a profile on a social networking site or up-loading a video using the Traffic Geyser service among many others. You don’t want a complex process that involves numerous systems and crosses multiple functional areas at this stage if possible.

Different types of process maps

There are three different types of process or workflow maps:

1. Macro
2. Functional-Activity
3. Task-Procedure

At this stage we will be completing a ‘Functional-Activity’ also known as a ’Deployment’ process map which captures a middle level of detail and enables us to see problems and where most of the work is being performed. The ‘Macro’ process map captures a ‘big picture’ view of a process and rarely contains more than seven major steps. The ‘Task-Procedure’ process map is at the other extreme and gives us all the specific, granular details that a person completely new to a process could follow to successfully complete the process. Business Process Video largely replaces the ‘Task-Procedure’ map due to its ability to provide far richer information efficiently and effectively.

Process mapping conventions:

As you create your map it is important that you are aware of the following conventions. The first is to identify and define the boundaries of the process. Without defining boundaries you run the risk of missing vital parts of the process, creating unnecessary complexity or creating confusion. If you find that the process is too complex just narrow the boundaries and create other maps to complete the documentation of the process. Maps can be easily linked by using cross referencing.

It is also important to make sure that you use the range of mapping symbols that are applicable to the industry and process being mapped. This helps to build greater ‘intelligence’ into your maps.

And lastly, ensure that the line connectors between inputs and outputs do not intersect but rather pass over and under one another. Also, label the outputs of all decision symbols which will normally have a Yes and No outcome.

So that’s it for lesson two and you should now be fully prepared for getting to work on your first process map. In lesson three we will use Visio 7 to map your selected process.

Action steps:

1. If you haven’t already, download & play around with Visio and Camtasia and explore what the software can do
2. Define the boundaries of your selected process
3. Practise mapping your process in Visio so that it looks similar in format to the process map in lesson one
4. Read Rich’s ‘Uncertainty Syndrome’ and look forward to creating a world-class business

Thanks greatly for reading and I really hope that you try-out the foundational stage of process mapping before moving on to business process video. Soon you will be able to quickly video record your processes and procedures and grow your business faster and more efficiently than you ever thought possible - just ask Rich!

See you in lesson three and let me know if you have any comments or questions.

Cheers - Jason

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